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How To Use The Ideagen Quality Management Occurrence Form Design
This article contains:
Planning Your Configuration
Creating the Field List
Building the Form
Making the Form Active
Deleting/Archiving an Existing Form
Reinstating an Existing Form
Printed Reports
Planning Your Configuration
Please note that the Occurrences and Incidents modules are licensed features of Ideagen Quality Management. If you don't have these on your Ideagen Quality Management license, you won't be able to access these modules.
The Form Designer is a powerful tool, which gives you control over the design of your Occurrence Forms. Along with Field Management, it allows you to create customised fields that are tailored to the processes of your organisation. With the form designer, you can build structures and layouts that suit the needs of your organisation.
However, you need to keep in mind the method of the completion of the forms when designing them.
Occurrence forms can be used to submit data using:
- Ideagen Quality Management Windows Client
- Ideagen Quality Management Web Interface
- App for iPad, iPhone and Android Devices
- Web Reporting Portal (licensed feature)
As a result, it is recommended that you design the forms with the method of data entry in mind.
For more details please check the below article:
Best Practice to Designing Occurrence Forms
Creating Your Field List
Occurrence Common Fields are found in the upper section of the form, and they will appear in all Occurrence Forms. These cannot be renamed, or removed from the form; as they are hard-coded into the Ideagen Quality Management system. These are the following fields:
| Field Name | Description | Is Mandatory for Saving? | Permission to Edit Field? |
| Number | A unique number will automatically be assigned, based on the Occurrence Type, when you save the record. (Numbering sequences can be configured in Administration Module > Occurrence Numbering Sequences) | Yes, but will be automatically assigned unless configuring otherwise, based on occurrence type. |
To edit this field you must have the "Occurrence Edit Key Fields" Permission. |
| Status | Either new, accepted (i.e. managed as an incident) or rejected. | Yes, but will be automatically assigned. | Handled by permissions: "Occurrence Accept" ; when Occurrence is accepted as an incident; the status changes to: Accepted. With "Occurrence Reject", the status changes Rejected. |
| Event Date | This will usually be the date the occurrence was created. (Mandatory Field) | Yes, you must enter the date of the occurrence. |
To edit this field you must have the "Occurrence Edit" Permission. |
| Type | This list is managed by the managed list “Occurrence Type”. (Administration Module>Managed Lists) | Yes, you must select a type. |
To edit this field you must have the "Occurrence Edit Key Fields" Permission. |
| Reported By | This is the staff member who reported the incident. This field can be populated with a relevant Ideagen Quality Management user account. (Mandatory Field) | Yes, you must enter the user who reported the incident. |
To edit this field you must have the "Occurrence Edit" Permission. |
| Location | This managed list can be used to "target" the occurrence to a specified individual, group, department or location. It is useful when combined with Occurrence Routing. | No | To edit this field you must have the "Occurrence Edit" Permission. |
| Confidential? | The confidentiality feature lets you hide sensitive information on the form. When you enable this option, any fields which are marked as confidential in the form will be hidden from anyone who does not have the correct user permission to see them. (Occurrence View Confidential Fields) | No |
To edit this field you must have the "Is Confidential Edit" Permission. |
| Is Mandatory? | If this occurrence should be managed as an incident AND sent to a regulator within a set time period, you should tick this box. | No |
To edit this field you must have the "Occurrence Edit Key Fields" Permission. |
| Title | The title of the occurrence record. | No |
To edit this field you must have the "Occurrence Edit" Permission. |
Any additional properties of the Occurrence will be shown at the bottom of the Form. These can either be Notes or Attachments. To add notes users must have the "Occurrence Create Note" permission. To edit existing notes, user must have the "Occurrence Edit Note" permission. To delete notes, users must have the "Occurrence Delete Note" permission.
To add, edit or delete attachments, users must have the "Occurrence Edit Attachment" permission.
For creating your customised fields please refer to the below article:
How to Manage Fields in the Administration Module
Building the Form
You can access the Form Designer from the Form Management screen in the Administration Module, either by creating a new Form or editing an existing one.
The Form Designer consists of the following sections and features:
| Tools | Description |
| Toolbox | The Toolbox allows you to alter the look of your Form by adding controls. |
| Field Bank | This section contains a list of all Fields which are available to add to your Form. The Fields are grouped by categories, which can be expanded by clicking the [>] icon. You can also click the [Properties] or [Used Fields] tabs at the bottom of the section to view the Form's Properties or Fields which have already been added to the Form. |
| Main Window | The main area of the Form Designer allows you to arrange the Fields you have added from the Field Bank. |
| Properties | You can edit the Form's Properties, including its name, size and associated Types, by clicking the [PROPERTIES] button at the top of the screen. |
| Preview | You can see how your Form will appear to the user by clicking the [PREVIEW] button. |
Adding Fields to Your Form:
- The Field Bank contains a list of all Fields which are available to be added to the Occurrence Form. If you cannot find your chosen Field, it may have been added to the Form already. You can view which Fields have been added by clicking on the [Used Fields] tab.
- To add an individual Field to the Form, click the [>] icon beside the Field's category.
- The category will expand to reveal all its child Fields.
- Click on the Field you wish to add, then drag it into your chosen position in the main window.
- To add an entire category of Fields to the Form, simply drag the category name from the Field Bank into the main window. All of its Fields will then be added to the Form.
- You can also search for a specific Field by typing its name or label into the "Filter On Name" or "Filter on Label" boxes. Ideagen Quality Management will then display the categories containing matching Field names or label names.
Adjusting the Layout of Your Form:
- If you wish to adjust the size of a Field, hover the mouse over the Field's border. Once the <--> (arrow) cursors appear, hold down the left-mouse button and drag the Field border to its new size. Please note that not all Field sizes can be adjusted.
- You can also adjust the position of any Field by clicking on the Field, then dragging into its new position.
- Some other Fields may be automatically moved to make room for it.
- Several different Fields will expand to fit the space available. You can use Spacers to prevent this from happening. Spacers can be found in the "Toolbox" section of the Form Designer.
- You can also group fields by, selecting them using the [Ctrl] button on your keyboard, then right-clicking on then, and clicking the "Group" option. The same way you can "Ungroup" fields as well.
- Group labels can be hidden, edited, aligned and positioned as you desire, by right clicking on the group and selecting the appropriate option.
- The layout can be edited to look like a table by choosing the "Convert to Table Layout" option by right clicking the main group you can revert this look by right-clicking the group and selecting "Regular Layout"
Removing Fields from Your Form:
- You can remove any Field from your Form by clicking on the Field in the Main Window, then dragging and-dropping it anywhere in the Field Bank.
- You can also remove entire categories of Fields by dragging-and-dropping the category name into the Field Bank.
- You will be asked to confirm removal of the Field / category. Press [YES] to confirm removal.
- The Field will then return to its original category in the Field Bank.
What are the Contents of the Toolbox?
The toolbox appears at the top-left of the Form Designer, and allows you to add several different controls to your Form.
The toolbox appears at the top-left of the Form Designer, and allows you to add several different controls to your Form.
- To use any of these controls in your Form, simply drag the control name from the Toolbox and drop into your chosen position in the Form.
- Once in place, you can re-arrange your Form by dragging-and-dropping the various fields and controls.
- You can remove any controls by dragging them back into the Toolbox, then clicking [YES] if asked to confirm deletion.
| Tools | Description |
| Label | If you wish to add extra information to a Form, drag-and-drop the label control into place on the Form. Once in place, you can right-click on the label and enter some text. |
| Expandable section | This control is useful for larger Forms. It can be used to hide sections of the Form from the user until they click on the chevrons to expand the section.
|
| Spacer | Spacers can be used to take up any available space on the Form, thus preventing other fields expanding to fill the space. |
- To make a form active, highlight the form in the Form Management screen and click [PROPERTIES]
- Tick the [ACTIVE?] box yo make the form available within the Incidents and Occurrences Module.
- Then click the 'Associated Types' tab, and assign a type to the form.
If you have a job role(s) associated with and occurrence type in the "Occurrence Type Configuration" section in the Administration Module, you need to make sure that the job roles associated with the occurrence type; are added to the user's profile in the People Module, who intends to use the occurrence form.
Form Properties
| Property | Description |
| Name | The name of the Occurrence Form. This field is mandatory and must be unique. |
| Description | This field is used to enter more detailed information about the Form. |
| Active | Tick this box if you want this form to be made available for use within the Occurrences and Incidents module. Forms must also have an Occurrence Type before becoming available. |
| Canvas Size | These 2 fields store the width and height of the Form. You should take into consideration the size of user's monitors when entering values in these fields. For example, if your Form is going to be used on laptops, it is advisable not to make it any larger than 800 x 600. However, you can increase the Form size if it is only going to be completed by users with larger monitors. |
Deleting/Archiving and Existing Form
- If you no longer wish an Occurrence Form to be made available, highlight the name of the Form you wish to remove and click the [DELETE] button, then click [OK] to confirm deletion.
- If you wish to keep the Form on the system but make it no longer available, click the [ARCHIVE] button, then click [OK] to confirm. The Form name will then appear in greyed-out italics
- If you try to delete a Form which has already been used, a message will appear informing you that the Form has been archived instead.
- If you wish to make an archived Form available again, highlight the name of the Form, then click the [REINSTATE] button.
Printed Reports
After creating an occurrence record, unless a report has been created for that Occurrence form, no report will be available for selection in the Report Designer.
This is because each Occurrence form is bespoke and therefore the reports must also be bespoke. Fields usually unique for each occurrence form, therefore reports must be created from scratch for each occurrence form.
To create new occurrence reports the "Occurrence Design Reports" must be added to the user's account.